If you are required to import your employer data file from BrightPay Deskop into BrightPay
Cloud but are over the current employee numbers limit, you will have to undertake different steps
to import all the employer, employee, and financial data, including processed payslips, reports etc.
Please follow the steps below and watch our tutorial guide - click here
4 Steps to Follow
If you have been advised that you need to split your employer with the same Employer
Registration Number in BrightPay Cloud, the following exact steps need to be undertaken:
1. Create a Snapshot (copy) of the employer data file in BrightPay Desktop.
2. Edit details in the Snapshot of the employer data file in BrightPay Desktop.
3. Import the edited Snapshot of the employer date file into BrightPay Cloud.
4. Manage RPNs (Revenue Payroll Notifications), PSRs (Payroll Submission Requests),
Automatic Enrolment, Reports in Bright Pay Cloud.
Please note: If you use BrightPay Connect and are working on splitting the data files, we
recommend unlinking the employer from BrightPay Connect and linking it back once you have
finished.
To unlink the employer from BrightPay Connect, go to the Connect tab on the BrightPay home
page, click on the spanner icon beside the employer’s name, and select ‘Unlink Employer from
BrightPay Connect’.
To link the employer back, open the company within your BrightPay software, click on the
Cloud icon in the top-right corner of the screen, and follow the steps to link the employer.
An alternative solution to this is to split the employer files on separate PC without logging into
Connect.
1. Create a Snapshot (copy) of the employer data file in BrightPay Desktop.
To create a copy of your employer data file in BrightPay, simply open your employer file, click
on ‘File', followed by 'Snapshots’.
1 a) Within Create Snapshot, browse to the location where you would like the backup file to be
saved.
1 b) We would advise entering an associated note that could later assist in identifying a
particular snapshot file by typing in the 'Notes' section.
1 c) Click ‘Create Snapshot’ to complete the backup process.
Please note that if you wish to split your file into multiple files, create multiple snapshots. For
example, if you need to split your data file into two files, create two snapshots.
Retain the original data file.
2. Edit details in the Snapshot of the employer data file in BrightPay Desktop.
Open BrightPay Desktop, click the Browse button, browse to the location of your BrightPay
Desktop additional file (snapshot).
Select the file and press ‘Open’.
Go to the Employer Tab and Client details, in here you will see a Notes section. This is where
you can add a note to help identify the snapshot on the home page.
Close the company and on the Home page, right click and select the option to choose columns
and tick Client Notes. You will then be able to see the note you added in the employer section on
the home page.
Next step, you need to open all pay periods for only the employees you wish to delete from the
data file.
In the Payroll tab, select the first finalized pay period for relevant employee(s) and click on the
Reopen payslips icon.
Select the employees from the list and click OK.
Repeat the process if required.
To delete employees in the snapshot, go to the Employees tab, select employee, click on the
More icon and select Delete.
Confirm Yes when BrightPay prompts for confirmation.
Repeat for all employees who should not be in the relevant snapshot.
The process of deleting employees has to be completed for each individual employee.
3. Import the edited Snapshot of the employer date file into BrightPay Cloud.
Log in to BrightPay Cloud and create your organisation if not already done,
Choose ‘Import from Windows’, click ‘Select data file(s) to upload, then browse to the location
where your employer file(s) are saved, select the employer file(s), and click Open.
To import multiple employers, select the Shift key on your keyboard and select multiple
employer files you wish to import.
If the employer data file is password protected, you need to enter the password to import the
employer.
Select ‘Open employer’ to access your payroll data. If you need to import another employer,
click on the icon with the employer's name in the top left corner, then click Import from
Windows and follow the process.
Please check and review each employer file imported into BrightPay Cloud.
Employees will need to be reviewed before processing your payroll in BrightPay Cloud.
4. Manage RPNs (Revenue Payroll Notification), PSRs (Payroll Submission Request),
Automatic Enrolment and Reports in Bright Pay Cloud.
Please note the following important points when operating multiple payroll data files under the
same Employer Registration Number:
4 a) RPN (Revenue Payroll Notification)
Before processing each payroll run, you will first need to retrieve the latest Revenue Payroll
Notifications (RPNs) for your employees from Revenue.
RPN includes all employees registered under the same Employer Reference Number.
Do not add employees set up in additional data file(s) into this one. They are listed in ‘To Be
Added’ section.
4 b) PSR (Payroll Submission Request)
PSR (Payroll Submission Requests) can be sent to Revenue from each employer file as
normal. The Payroll Submission Request will be available under the Payroll tab > Submit
Amounts.
4 c) Automatic Enrolment Payroll Notification (AEPN)
4 d) Auto Enrolment Contribution Submission (AECS)AECS can be sent to the National Automatic Enrolment Retirement Savings Authority
(NAERSA) from each employer file as normal.
4 e) Reports
You may need to combine some reports such as the payroll summary to see the total figures per
employer.
It is also recommended that all employee details are reviewed before processing any payroll to ensure information imported in is correct and applicable for the tax year in question.
Need more help? Email hellomigration@brightsg.com
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